League Administrator

2 weeks ago

Falls Church, United States AQIWO, Inc. Full time
Job DescriptionJob Description

The full-time League Administrator will be expected to commit to 40 hours per week for the period of performance listed in Schedule B. The League Administrator works under the supervision of and in coordination with the Chair of the Board and Executive Director, coordinates with the Chair or a designated Board member on all policy matters and provides daily feedback on the status of efforts to achieve assigned tasks.

RESPONSIBILITIES
Administers the Leagues national office, including responsibility for:
o Opening the office, turning on equipment, checking voicemail, taking messages and/or returning calls, making copies, sorting/preparing copies for mailing or filing.
o Answering calls and email questions from individuals interested in information about the League or the mission, calling on the Executive Director and/or Chair, when necessary, per verbal instructions.

o Machine/Equipment maintenance, including telephones, copiers, scanners, computers ordering and replacing toner, drum kits, paper;

troubleshooting routine functional issues; interfacing and coordinating with vendors on purchases, leases and matters pertaining to maintenance.
o Office maintenance, including interface with Landlord and complex management (door lock, new windows);
o Running errands using personal vehicle (mileage expensed), such as purchasing replacement light bulbs, filters, keys and other ad hoc items, banking deposits at least weekly and any other requirements at Wells Fargo, USPS mailings and postage, airport transport or picking up visitors.
Serves as League webmaster to update the Leagues website and interfaces with primary League social media accounts, including Facebook, Instagram and Twitter administrators; monitors the Internet for issue-related items, posting if appropriate, and the DPAA website to ensure up-to-date numbers are posted on those still missing and those now accounted-for.
Must have strong written and verbal communication skills, be proficient in word processing, spreadsheet manipulation, records organization, and maintenance, bookkeeping and audit preparation.
Handles routine financial transactions and tasks, with oversight by the Executive Director, Chair of the Board, and the League Treasurer and/or Finance Committee, as appointed by the Chair in accordance with League bylaws:
o Retrieves mail daily and provides to Executive Director and/or Chair, if in the office, for quick review and any guidance necessary on handling.

o Initiates donation acknowledgements, correspondence related to National POW/MIA Recognition Day, Board of Director elections and annual meeting information, newsletter distribution (electronic & USPS), and ad hoc requests.[EB1]
o Pays invoices by manually writing checks, marking invoices (or check copies if no invoice is received), with paid and check number, amount and initial, recording payments manually in check register and entering the same into QuickBooks for spontaneous review by Chair of the Board and/or League Treasurer/Finance Committee.
o Processes donation and dues checks, updating membership lists in the excel database, endorsing with stamp, preparing deposits at least weekly, listing checks and running a tape on both the original checks and a copy of same, listing each check number on the deposit slip and entering the same, plus rationale for the donation, into QuickBooks.
o Prepares monthly financial reports for approval by the Chair, League Treasurer and/or Finance Committee, auditing documents as requested by auditors with approval by the Chair, coordinating the audit schedule and annual tax return preparation schedule.
o Talks with potential donors, working with merchants and individuals who seek to use the Leagues POW/MIA logo and, if for commercial purposes, encourage donating a portion or percentage of proceeds to support the League, plus helping to showcase the POW/MIA logo in an appropriate manner.
Works with vendors in regard to advertising if/when necessary, as authorized by the Chair.

Prepares documentation for Combined Federal Campaign (CFC) application, Attachment A; prepares, finalizes and, with approval by and signature of the Chair, files final application for CFC participation.
Coordinates on routine matters with League officials, Veteran organizations, POW/MIA groups, and US Government staff-level officials; if requested, attends Quarterly Board meetings, DPAA and other USG briefings and functions as requested by the Chair.
Updates and maintains League membership and distribution lists.
Drafts updates and newsletters and, with approval by the Chair of the Board, online posting, publication, and distribution, both hard copy and electronic.
Maintains the newly designed program for the Leagues Online Newsletter, including the distribution database and continued solicitation and collection of updated addresses, manually entering current member email addresses.
In coordination with the Chair of the Board/Annual Meeting Chair and Assistant Chairmen (as designated by the Chair) serves as principal organizer for League annual meetings and primary POC for logistics in arranging all meetings of the Board of Directors.
Provide leadership to other staff members as necessary or assigned.

REQUIREMENTS
Associate degree (or equivalent experience).
At least three to five years related experience.
Various office skills including word processing, phone correspondence, data entry, paper and electronic filing, operating office equipment, assisting visitors, maintaining office calendars, appointment scheduling, and copying.

PREFERRED
Bachelors Degree (or equivalent experience).
At least five to ten years related experience.
Advanced Microsoft Excel skills such as, v-lookups and pivot tables; ability to analyze, interpret, and compile information from a variety of sources.
QuickBooks Accounting Software experience

IER Right to Work Poster (English/Spanish)
E-Verify Participation Poster (English/Spanish)

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